Executive Personal Assistant to CEO

The Marketing Department; Miami Beach (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

The Marketing Department in Miami seeks an organized, entrepreneurial executive assistant to support the CEO across three brands—marketing, hospitality, and media. This growth-oriented role blends professional and personal support with ownership of systems, calendars, and content coordination.

You will manage complex schedules, financials, shoots, and vendor relationships while leveraging AI tools to improve speed and clarity of communication.

Qualifications

• Experience supporting a CEO or founder in a fast-paced environment.
• Highly organized with excellent time-management and prioritization.

Responsibilities

• Provide executive and business support to the CEO across three brands (marketing, hospitality, media).
• Manage calendars, scheduling, inbox, and meeting coordination across multiple teams.
• Oversee financial administration including bill pay, expense tracking, vendor payments, and reconciliation.
• Coordinate projects and workflows using Asana and HoneyBook; manage content calendars and deadlines.
• Support social media scheduling across platforms (Sprout Social) and liaise with internal/external teams.
• Coordinate photo/video shoots, venues, talent, props, and logistics; ensure deliverables are handed off properly.
• Liaise with vendors/partners; maintain organized systems in Google Workspace and Microsoft Suite.
• Leverage AI tools (ChatGPT, Gemini) to draft, summarize, and streamline communications and workflows.
• Personal support tasks including scheduling, travel coordination, and discretion in handling sensitive matters.

Skills

Executive support

Calendar management

Financial proficiency

Project management tools

Social media scheduling

Content coordination

AI tools proficiency

Tools

Asana

HoneyBook

Google Workspace

Microsoft Suite

Sprout Social

Job description

This role is a growth opportunity, not a traditional long-term executive assistant position rooted in a corporate environment. We are looking for someone who is culturally aware, extremely organized, and entrepreneurial by nature —a self-starter who thrives in fast-moving, creative, and evolving businesses.

You will work closely with the CEO across three culture-driven brands in marketing, hospitality, and media. This is a high-trust role for someone who wants exposure, responsibility, and the chance to grow alongside a founder building multiple companies.

The position is 75% professional / 25% personal support, with real ownership over systems, schedules, content coordination, and day-to-day execution.

Key Responsibilities

Executive & Business Support (75%)

• Financial administration including bill pay, expense tracking, vendor payments, and reconciliation

• Calendar, scheduling, and meeting coordination across multiple businesses and teams

• Inbox management, prioritization, and follow-ups on behalf of the CEO

• Project and workflow management using tools such as Asana and HoneyBook

• Social media support, including:

• Scheduling posts across platforms (Instagram, TikTok, etc.) using Sprout Social

• Coordinating with internal creative teams and external partners

• Managing content calendars and ensuring deadlines are met

• Shoot organization and coordination, including:

• Scheduling shoots and aligning availability across teams

• Coordinating locations, talent, props, and logistics

• Ensuring deliverables are captured and handed off properly

• Project coordination across The Marketing Department, Sunshine Coffee, and What’s Good Miami

• Acting as a key point of contact with vendors, partners, and collaborators

• Maintaining organized systems and documentation across Google Workspace and Microsoft Suite

• Leveraging AI tools —including ChatGPT, Gemini, and other emerging platforms— to:

• Improve speed, quality, and clarity of communication

• Draft, summarize, and organize information

• Streamline workflows, planning, and execution

• Increase overall operational efficiency and output

Personal Support (25%)

• Personal task management including appointments, travel coordination, and personal scheduling
• Handling confidential and sensitive matters with discretion
• Acting as a trusted gatekeeper and proactive problem-solver

Qualifications & Requirements

• Experience supporting a CEO, founder, or senior executive in a fast-paced environment
• Must enjoy and love children
• Strong financial proficiency, including bill pay and expense management
• Highly organized with exceptional time-management and prioritization skills
• Familiarity with social media platforms and scheduling tools (Sprout Social a plus)
• Comfortable coordinating photo and video shoots with multiple moving parts
• Proficiency with Asana, HoneyBook, Google Workspace, and Microsoft Suite
• Strong written and verbal communication skills
• Tech-savvy, detail-oriented, proactive, and resourceful
• Absolute discretion and professionalism